Monday, 15 December 2014

Minutes - YRARC Board of Directors Meeting - November 18, 2014

Meeting held in the Magna Centre. Called to order at 19:16. Chaired by Chris VE3NRT. Board members attending; Chris VE3NRT, Rob VE3RQB, Chris VA3DXZ, Eric VE3EB, Barry VA3LLT, David VA3DCY, Steve VE3UT. John VA3JI, Geoff VA3GS. Guests attending; Russell VE3WTR
  1. Review of the agenda as proposed by Chris VE3NRT (attachment #1).
    • Motion 2014-11-18-01 by Rob VE3RQB, to adopt agenda with the addition of 4b Trailer Ownership, and the addition of Emcomm to other business. Seconded by David VA3DCY. Motion carried.
  2. Adoption of Oct 21/14 board meeting minutes
    • Motion 2014-11-18-02 by Barry VA3LLT to adopt minutes as published in the splatter blog at, seconded by David VA3DCY. Motion carried.
  3. Governance
    • Insurance coverage next steps – Chris VE3NRT
      • Russell has volunteered to work with RAC to determine the options for insurance coverage under the RAC program.
      • Chris VE3NRT will provide Russell with a letter describing the coverage needed to support club business.
      • Rob VE3RQB suggested the board consider using commercial towing services to tow the tower trailer since is it moved very infrequently. By doing so we would not need to purchase a vehicle policy for the tower trailer.
  4. Finance report – There was no finance report to review.
    • Eric advised that he had a receipt for $27.12 for Christmas decorations for the communications trailer for the recent Santa Clause parade.
    • Motion 2014-11-18-03 by Steve VE3UT, to allocate $27.12 to cover Christmas decorations, seconded by David VE3DCY. Motion carried.
  5. Property – Rob VE3RQB
    • Communications trailer
      • Trailer is now stored at Bales Rd yard, home of the York Region EMS.
      • Russell VA3WTR indicated there is an MOU drafted identifying the 7 people authorized to access the trailer: Barry VA3LLT, Steve VE3UT, Steve VE3EZ, Chris VE3NRT, Chris VA3DXZ, Rob VE3RQB, and Russell VE3WTR.
      • Russell VA3WTR to send a copy of the executed MOU to the board
      • Russell VA3WTR requested that when the trailer is to be removed from the yard, that he be advised beforehand so that he can update the regions calendar to show that the trailer has been signed out. If the trailer is found missing by Bales Rd staff, and not signed out on the region calendar, the regional staff policy is to report it as stolen property to the police.
      • Russell VA3WTR reported that we must provide York Region EMS staff with a key to the tongue lock so they can move the trailer if needed.
      • Motion 2014-11-18-04 by Eric VE3EB, to allocate up to $100.00 to purchase a tongue lock for the tower trailer and a lock box for the communications trailer, seconded by Rob VE3RQB. Motion carried.
      • The lock box will be designated for York Region EMS access and will contain a copy of the key for the communications trailer tongue lock. This will enable YR EMS staff to move the trailer if needed. A second lock box, already existing on the trailer, contains a tongue lock key and the key for the entry into the trailer. YR EMS will not have access to this lock box.
    • Trailer Ownerships
      • Rob VE3RQB is working on securing a new ownership for the tower trailer as the original ownership cannot be located
      • Rob VE3RQB indicated that he will sign the new ownership on behalf of the club and will also sign the seller section of the ownership to simplify the transfer of ownership in the future if / when required.
      • The new ownership will be left with the club secretary Chris VA3DXZ to be stored with the club files.
      • Rob VE3RQB provided the club secretary (Chris VA3DXZ) with the original ownership for the communications trailer to be stored in the club files.
  6. Repeaters – Steve VE3UT
    • Emergency Power for VE3YRC – motion to fund
      • On behalf of the entire club, the board would like to thank Glen VA3AU who donated batteries, and Rick Armitage VA3VO who donated cables and other materials needed to install the emergency backup power for VE3YRC
      • Motion 2014-11-18-05 by Steve VE3UT to allocate up to $25.00 for miscellaneous connectors needed to complete the installation of the backup power at VE3YRC, seconded by Rob VE3RQB. Motion carried.
      • Steve VE3UT indicated that the link radio (linking VE3YRC UHF and VHF) operates in single duplex only and has been off the air. Bruce VE3BV has been able to determine a fix and he expects to be able to get the link radio back on the air soon operating full duplex, linking VE3YRC VHF and UHF machines. This will extend coverage well into Markham and Vaughan
      • Steve VE3UT is planning to hold a repeater committee meeting in January to discuss a vision for the YRARC repeaters in York Region.
    • Transfer of the VE3YRA call sign from Bruce VE3BV.
      • Steve VE3UT signed letter and returned to Chris VE3NRT. Chris VE3NRT will submit the paperwork to Industry Canada to have the call signed transferred to Steve VE3UT
  7. Events - Eric VE3EB
    • Recognition Plan
      • Eric VE3EB reported that the tracking sheet is almost complete. It has been circulated to event leaders to supply missing information
      • The plan will be to recognize the volunteer contributions at the Christmas social
      • Eric VE3EB also reported that the Club appeared the SNAP coverage of the Run for the Cure
      • There are no further events planned until spring of 2015
  8. Membership – Chris VE3NRT
    • Meeting schedule
      • Schedule was reviewed. Chris VE3NRT asked board members for ideas for upcoming presentations
    • Winter Field Day
      • Motion 2014-11-18 -06 by Steve VE3UT to allocate $200.00 to cover fuel and other miscellaneous expenses for Winter Field Day, seconded by Barry VA3LLT. Motion carried.
    • Christmas meeting
      • Motion 2014-11-18-07 by Steve VE3UT to allocate up to $300.00 for sandwiches and desserts, seconded by Rob VE3RQB. Motion carried.
  9. Other Business
    • Emcomm
      • Ambulance donation – The club may be able to secure a decommissioned ambulance to support emergency communications. Russell VA3WTR reported that he is in discussion with the Town of Richmond Hill on this subject. The plan would be to secure an operating budget from the region and municipalities within the region to cover the annual operating costs
      • Russell VA3WTR requested board provide details of the club insurance policies so that he can work with the region to get competitive quotes from their suppliers. Chris VE3NRT to provide details to Russell VA3WTR
      • Russell, indicated the he may need a motion to indicate that Emcomm is a function of the YRARC to facilitate insurance coverage by RAC. Russell VA3WTR will confirm this point after discussing further with RAC.

Meeting Adjourned at 9:10pm